Administrative Coordinator and Executive Assistant
Qatar Development Bank.
Total years of experience :6 years, 11 Months
Executive Director's first point of contact with employees as well as clients and vendors assuring mutual understanding. Managing Executive Director's calendar, arranging meetings, planning events. Maintaining an accurate document management system to ensure ease of access and safe records.
▪Devising and maintaining office system, including data management, responding to e-mails, receiving post and filing. Taking notes at meetings, preparing agenda items and to provide general assistance during presentations.
▪Screening phone calls and requests, handling them when appropriate. Solve basic IT problems. Following employees' KPI achievement progression.
▪Reminding Executive Director of daily activities, pending topics, and ensuring the manager is well prepared for meetings. Following-up on given instructions implementation.
▪Drafting correspondences, assisting and monitoring the department's business plan and attending meetings where necessary. Follow up on actions / recommendations that come out of meetings.
▪Arranging interviews, liaison with H.R Dept. and recruitment agencies, reviewing candidates C.Vs, preparing a customized interview questions, filling and circulating the assessment report following interview.
▪Manage circulation lists for the full range of management forums and link up with project management teams.
▪Drafting letters and memorandums in Arabic and English. Interpretation and translation; Arabic and English.
Perform all assigned administrative tasks; prepare daily vehicles inspection sheets, daily staff duty roster, draft memos, write letters, edit proposals, compile/update staff contacts list. Handle e-mail correspondences.
▪Documents control: receive/handover invoices/contracts. Manage staff leave applications, prepare weekly, monthly manpower reports, petty cash requests and passes issuance/renewal from local authorities (PRO).
▪Initiate and co-ordinate administrative and operational methods and procedures to ensure efficient and uniform operations of the department. Scanning, printing, binding, photocopying, faxing. Maintain office filing system.